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DE-3674 - Canada (Richmond, British Columbia) - Document Processing and Mailroom Operation Services - Deadline November 29,2021

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: DE-3674

Government Authority located in Richmond, British Columbia; Canada based organization looking for expert vendor for document processing and mailroom operation services.

[A] Budget: Looking for proposal

[B] Scope of Service:

(1) Vendor needs to provide document processing and mailroom operation services to the government authority located in Richmond, BC.
- Provide all incidental cleaning functions not specifically listed but normally included as general practice within the window cleaning maintenance industry.
1. Mailroom operations
- Collection from various mailboxes, mail opening and time stamping, sorting and scanning of incoming mail and fax, internal distribution of mail to recipients, return mail management, receipt and internal delivery of all courier packages, data protection compliant archiving and destruction, administrative support activities, managing monthly metered postage reconciliation, allocation of courier invoices as per service codes, coordinating and liaising with various internal departments and agency contracted suppliers as required.
- Process all registered mail, couriers, regular mail, bulk mailings, delivery of all mail to whomever it is addressed to.
- Arrange same day local courier services (priority couriers), international courier services and ad-hoc services.
- Contractor will be responsible to deliver and pick up materials to and from locations within the lower mainland including documents, draft drop-off to Bank, x-ray films.
- Manage receipt of all goods (including logging receipts in PeopleSoft system) shipped to agency city office, storage, processing and preparation of goods for delivery to department drop-off points and notification to recipients; Ensure goods requested to be returned are documented and coordinated for returns. (This applies to post-delivery of internal goods); misdirected goods are delivered to correct destination managing office supply deliveries to internal departments.
2. Printing
- Printing and mailing of various file formats including on pre-printed forms, accumulating multiple page documents, folding, applying optical mark recognition (OMR) marks and sequence numbering on the PDF’s, envelope inserting and mailing such documents. Mainly letter size, black and white printing.
- Ad-hoc printing colour + black and white of various sizes. Mainly letter size.
3. Scanning (paper + microfilms)
- Various paper files including sorting and uploading back to specified shared folder or specified system as pdf or tiff or other specified format along with corresponding indexing information. Also includes scanning of all or specified incoming hard copy mail including those addressed to regions outside the city office and emailing the scanned copies to the appropriate recipients or shared mailbox.
- Paper files including bulk prepping (removing staples, taping loose pieces of paper or small notes are taped on larger pieces of paper so they will make it through the scanner, cleaning up torn edges and making the pages of the files nice and tidy so they are able to feed through the scanner), batching sorting and uploading back to specified shared folder or specified system as pdf or tiff or specified format along with corresponding indexing information.
- Maintaining offsite storage and tracking for existing microfilm files (approximately 30,000 reels), printing microfilm files, and converting microfilm files to electronic files or CD or USB or other formats. Uploading of the electronic format to specified shared folders or systems, along with corresponding indexing information.
4. Data entry
- Sorting, data entry, extracting meta data about image for accurate indexing, bulk scan codes, verification of key fields of data from images received (according to rules developed with WorkSafe) and return the keyed in dataset and image via secure file transfer (SFTP) back to the required system or digital library or LAN.  (For approximately 360+ different types of forms).
- CD or USB containing medical chart notes to be keyed in to agency’s claims management system (CMS) and file uploaded back to the required system or digital library or LAN.
- The documents will be available in various formats (via a secure connection at pre-defined intervals) either through a shared folder or will be sent over secure file transfer (SFTP) or through USB or DVD or CD is to be downloaded through one of our systems.
5.Digitization of audio and video clippings
- Manage and support the conversion of various types of audio and video surveillance and other clippings to a commonly used readable format like windows media player. The converted file is to be indexed, batched and uploaded to a digital library, CD or DVD or USB or digital library or shared folder or uploaded to one of our systems or to be physically mailed along with other related documents.
- The clippings will be available either through a shared folder or is to be downloaded through one of our systems or will be physically mailed.
(2) All question must be submitted no later than Novem

[C] Eligibility:

Onshore (Canada organization Only);

[D] Work Performance:

Performance of the work will be offsite.

Expiry Date : Monday, 29 November, 2021

Question Answer Deadline : Wednesday, 17 November, 2021

Category : Data Entry, Scanning, Records and Document Related Services, Document Printing and Mailing, Books, Maps, Ballot Papers, or Other Publications

Country : Canada

State : British Columbia

Cost to Download This RFP Document : $ 9

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